Environment, Health & Safety module guide

This Environment, Health & Safety module guide covers the record side of operating physical sites — standing obligations, inspections, incidents, and remediation commitments. It is a record layer, not an EHS management system: monitoring data, training records, and safety programs stay in your operational tools. The module is jurisdiction-neutral — regulators, report types, and incident classes are values you set. Permits and their conditions live in Licenses & Permits, enforcement instruments live in Matters, and the underlying real property lives in Real Estate.

The Site Record

Open Sites from the left navigation to see every operating location you can access — a plant, warehouse, lab, yard, or office. Each is filed under the organization that operates it.

A site record holds its jurisdiction, property, environmental regulator, safety regulator, and EHS contact. Status is Active while operations continue, and Inactive once they cease. A shared campus run by two subsidiaries is two site records, one per operator; the obligations and responsible party differ when the address doesn’t.

Adding a site requires Editor access:

1. From the Sites list, click New.
2. Choose the operator and fill in the site fields.
3. Click Save, then open the site to add its obligations, inspections, and documents.

Standing Obligations and Filed Reports

Two record types track what a site must do on a recurring basis, and what it actually filed.

Environmental Obligations

A Site Environmental Obligation is a standing requirement to monitor, report, register, or maintain something on a cadence. Examples include an emissions inventory, a discharge monitoring report, a chemical inventory, a tank registration, or an injury and illness log. Each one records its obligation type, obligation name, related permit, and the authority that imposes it.

An obligation that’s really a specific permit’s condition, rather than a standing requirement of operating the site, belongs in Licenses & Permits instead.

Filed Reports

A Site Environmental Report is one dated performance under an obligation — the report, inventory, or renewal that was filed. It records a filed date, along with period, submission reference, and outcome. Each filing is its own entry, tied back to the obligation it satisfies.

Inspections and Incidents

A Site Inspection is a dated regulator, insurer, or internal inspection or audit of a site. It records inspection type, inspection date, inspector, and a related matter link when it ties to a Matters record.

Inspection Findings

Each Site Inspection Finding is one finding or citation item under an inspection, identified by its finding reference. Severity, corrective action, deadline, penalty, and abatement are tracked against it.

Incident Records

A Site Incident is a dated environmental release, workplace injury or illness, near miss, fire, or property-damage event. It’s recorded by incident type and incident date, with its consequences and response.

Incident Notices

A Site Incident Notice is one notice owed or given for an incident. Types include an immediate verbal report, a written initial report, a follow-up, an insurer notice, or a contractual notice. Each is identified by notice type and recipient, with its own due and sent dates and confirmation reference.

The short-fuse notice deadline is often the piece that gets missed. Each notice is its own dated record, not a line inside the incident.

Remediation Commitments and Milestones

A Site Remediation Obligation is a commitment to investigate, clean up, monitor, or decommission at a site. It can arise from a regulator order, a permit condition, an incident, a closure, or a contract’s indemnity. Each one records its obligation name, source, authority, and consultant, along with its current phase, cost estimates, and financial assurance.

Dated deliverables under that commitment are tracked as Site Remediation Obligation Milestones. Examples include a work plan submitted, a regulator approval, a sampling round, a monitoring report, a closure request, or a no-further-action letter. Each is identified by milestone type and milestone date, with its reference and cost to date.

The consent order or enforcement instrument behind the obligation is filed at its own home in Matters. The remediation record here points to it, instead of duplicating it.

Documents and Access

The Document Register

A Site Document belongs to the site’s own document register. Examples include environmental site assessments (Phase I and II), baseline and closure studies, hazardous-materials inventories, emergency and safety plans, and consultant reports. Each is recorded by document type, effective date, document name, and preparer.

Correspondence tied to a specific inspection or incident attaches to that record instead. The general register stays for paper that belongs to the site as a whole.

Who Can Access EHS Records

Viewing Environment, Health & Safety records requires access to the module. Creating or editing a site and its obligations, inspections, incidents, remediation records, and documents requires Editor access.

On Enterprise plans, access group scoping limits the list to sites within your assigned access groups.